Preventive Maintenance of HVAC Systems & Ancillary Equipment

The New York State Office of Mental Health (OMH) and Buffalo Psychiatric Center, located at 400 Forest Avenue in Buffalo, New York, are soliciting bids through an Invitation for Bid (IFB) for preventive maintenance services of HVAC systems and ancillary equipment at the facility. The procurement seeks a qualified contractor with a minimum of three years of documented experience performing HVAC maintenance services to provide comprehensive preventive and time-and-material repair services across eleven buildings, including maintenance of pneumatic air compressors, air handling units, rooftop units, split system air conditioning systems, pool dehumidification units, fans, pumps, heat exchangers, domestic water heaters, refrigeration units, and related equipment. The scope of work, detailed in Appendix D of the contract documents, includes quarterly, semi-annual, and annual preventive maintenance tasks, as well as one-time maintenance services scheduled for year one and year five of the contract term. The contractor must submit unit costs for all preventive maintenance tasks, a fixed annual material allowance of $150,000, and labor rates (straight time at 200 hours annually, overtime at 60 hours annually, and training at 8 hours annually) via a required Excel Bid Quote Sheet. Critical timeline deadlines include mandatory site visit registration by Monday, April 27, 2026 at 3:00 p.m. ET for the site visit scheduled Tuesday, April 28, 2026 at 11:00 a.m. ET; submission of bidder questions by Tuesday, May 5, 2026 at 3:00 p.m. ET with responses posted by Tuesday, May 12, 2026; and bid submission by Tuesday, May 19, 2026 at 3:00 p.m. ET to bids@omh.ny.gov. Award will be made to the responsible and responsive bidder offering the lowest total bid amount meeting all mandatory requirements, resulting in a five-year contract effective October 10, 2026 through September 30, 2031, with fixed pricing and no escalation except for prevailing wage adjustments. Evaluation criteria include bidder qualifications, compliance with New York State prevailing wage requirements, and responsiveness to all bid submission instructions.

The contract is subject to New York State Finance Law Sections 139-j and 139-k procurement lobbying restrictions, and New York State Department of Labor prevailing wage rates apply. Bidders must comply with New York State Workers' Compensation and Disability Benefits Insurance requirements and provide proof of comprehensive insurance coverage, including general liability of $2,000,000 per occurrence and commercial auto liability of $1,000,000 combined single limit. The solicitation includes Minority and Women-Owned Business Enterprises (MWBE) participation goals of 30 percent overall, comprising 16 percent for minority-owned businesses and 14 percent for women-owned businesses, as well as Service-Disabled Veteran-Owned Business (SDVOB) participation goals of 6 percent; all subcontractors' costs must be included in quoted rates. Bidders must provide a binding offer firm for 120 days following the bid submission deadline and must not have had a prior New York State contract terminated for cause within the past three years. The solicitation documents do not identify a current incumbent contractor or provide a specific budgeted award value; however, the contract includes a fixed $150,000 annual material allowance and estimated labor hours subject to prevailing wage rates. Electronic payment capability is required, with invoices processed through the Office of General Services Business Services Center, and OSHA 10 safety training is mandatory for contracts exceeding $250,000.